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Wednesday, May 4, 2016

(Fixed-term Contract - Spring 2018)

(Ref. BEL723)

UKREP - United Kingdom Permanent Representation to the European Union

Brussels, Belgium

Introduction

The UK Permanent Representation to the EU (UKREP) is looking for an Antici Assistant for the Private Office to the Permanent Representative in UKREP, based in Brussels.

The Antici Assistant job holder will provide high quality and efficient co-ordination and administrative support to the UK Permanent Representative, Antici and Deputy Antici in respect of COREPER II, European Council and General Affairs Council business, including through the UK Presidency of the Council in the latter half of 2017.

The period up to and during the UK Presidency will be extremely busy where the Representation is at the heart of the Brussels based business. In reality this will involve some long-hours above and beyond the contracted weekly hours, including outside core hours. Exceptionally there may be a need to work at some point on a weekend. The successful candidate will be an integral member of UKREP and as such they will be expected to be flexible and adapt to help cover any potential shift in policy priorities and responsibilities within this busy time.

UKREP also has the advantage of offering Time off in Lieu (TOIL) for extra time worked and provides opportunities to take a good amount of time off at August, Christmas, and Easter when there is little activity in the European institutions. We are also exploring what options may exist for ad hoc flexible working, whilst recognising the Presidency period will create limitations on what is possible on a regular basis. UKREP is a great place to work. Our ground-breaking programme 'UKREP Excellence' and our in house training hub offers interesting and valuable learning opportunities.

Main Duties/Responsibilities

Co-ordinate and prepare COREPER and Antici briefing

To co-ordinate, and on occasion draft and advise on briefings and documents for COREPER II, Antici, the European Council and the General Affairs Council meetings to tight deadlines;

To prepare reports of COREPER II business, which are sent to Foreign Office posts around the world as well as the wider UK government network;

To act as point of contact for UKREP staff on COREPER II issues, providing advice and guidance;

To work closely with other staff within the UK Permanent Representation to ensure that the UK's participation in COREPER is effective;

There may be potential to take on discrete policy projects depending on the candidate and the needs of the role.

Organisation and support for the General Affairs Council and the European Council

To work closely with colleagues in the Foreign Office and the Cabinet Office in coordinating the planning, briefing and preparation processes for the General Affairs Council and the European Council;

To help arrange bilateral and other meetings with external contacts;

To lead in supporting preparation of these meetings in COREPER as necessary;

To provide policy and administrative support for the UK delegation to the General Affairs Council.

Provide office support for the wider team

Responding to telephone and email enquiries;

Collecting and distributing daily section mail, including that received by the Permanent Representation's public email account;

Assisting with travel and meetings as needed;

Scanning, shredding and filing documents.

Required Experience & Skills

Essential:

Fluent command of English (spoken and written);

Clear and effective communication skills;

Proven organisation skills (not necessarily in an office);

Good team working ability;

Good problem solving and judgement;

Ability to provide a good customer service;

Ability to work at speed and under pressure effectively;

Ability in the following key FCO Competences: Making Effective Decisions, Delivering at Pace, Collaborating and Partnering, Leading and Communicating, Seeing the Big Picture, Managing a Quality Service.

Desirable:

EU or UK Government experience;

Good knowledge of French (spoken and written);

Office administration;

Experience of working with senior officials/executives.

Terms and Conditions

This is a full-time fixed-term contract until Spring 2018, for 5 working days (36.25 hours net) per week.

The successful candidates will be subject to professional background checks and security clearance.

The monthly salary for this position is €2.286,10 (A2 level). Furthermore, this post attracts an additional allowance of€255,63 gross per month and lunch vouchers (The British Diplomatic Missions in Belgium salaries are not subject to annual indexation).

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

Applications

All applicants should have the right to live and work in Belgium. The British Diplomatic Missions in Belgium does not sponsor work permits.

All applicants should submit their CV (in English, up to 3 pages) and Covering Letter (in English, no more than 1 page of A4, Arial11) setting out their motivation for the role, how they meet the above criteria and how they would approach the key challenges of the role.